Questions and Answers.pdf

FLORIDA DIVISION OF EMERGENCY MANAGEMENT

WRITTEN ANSWERS TO QUESTIONS

Question Number Question #1 What is the length of time the Inspected Unauthorized Aliens are allowed on ground transport without an overnight stop?

Answer #1 Vendors should provide this information within their response for how they propose to carry out the scope of work.

Question #2 Who determines if the relocation is by ground or by air travel?

Answer #2 The determination will be made at the time the Phase 2 quote is requested. Vendors should be able to demonstrate both modes of relocation.

Question #3 Can cost plus crewed ground and crewed air travel of actual mode of transportation be given?

Answer #3 Yes.

Question #4 Approximately how many Inspected Unauthorized Aliens will be relocated on a weekly or monthly basis?

Answer #4 The number of individuals will be determined based on circumstances on the ground.

Question #5 On ground transport are the Inspected Unauthorized Aliens allowed to disembark prior to completion of relocation?

Answer #5 Yes. This program is entirely voluntary.

Question #6 Can a typical length of relocation transit be provided?

Answer #6 Vendors should provide this information within their response for how they propose to carry out the

Question #7 Approximately how many Inspected Unauthorized Aliens will there be per trip?

Question Number

Answer #7 The number of individuals will be determined based on circumstances on the ground.

Question #8 Do the male/female/juveniles need to be separated?

Answer #8 The Division does not anticipate relocating juveniles without a parent or guardian. The plan should ensure that all Unauthorized Aliens individuals are housed in a safe and appropriate manner.

Question #9 Are we required to treat juveniles traveling alone differently?

Answer #9 We do not anticipate transporting juveniles without a parent or guardian.

Question #10 Is it required to provide meals for special dietary needs : kosher, vegan, vegetarian?

Answer #10 Vendors should provide this information within their response for how they propose to carry out the

Question #11 Is there a surety bond requirement that applies? Page 22 does not have boxes checked

Answer #11 No.

Question #12 Is there a performance bond requirement that applies? Page 24 does not have boxes checked

Answer #12 No.

Question #13 How many people need to be transported and on what schedule?

Answer #13 The number of individuals will be determined based on circumstances on the ground.

Question #14 Is there a list of initial departure stations

Answer #14 The Division will determine, in consultation with the vendor, the origin and destination at the time a quote is requested.

Question #15 Is there a list of possible destinations

Answer #15 The Division will determine, in consultation with the vendor, the origin and destination at the time a quote is requested.

Question #16 What are the overall social services required on a minimum basis and can nonprofits count

Answer #16 Vendors should propose how they plan to identify social services at the destination and how they plan to provide information regarding social services to the participants of this program.

Question #17 To ensure vendors generate an appropriate solution and price, and in coordination with our subcontractors, we recommend FDEM extend the proposal due date to April 14. Would FDEM consider extending the due date?

Answer #17 Yes. Please see the revised Timeline of Events.

Question #18 Can FDEM please clarify what vendors should include in our proposed Stage 1 – Development Phase?

Answer #18 At stage 1, the Division is requesting the proposal of a detailed plan and consulting services related to developing and executing said plan. Please reference section 6 of the RFP.

Question #19 Due to the drastic cost differences to fly migrants from Florida to California, Florida to New York, or Florida to Georgia, we recommend FDEM identity geographical region within the United States and separate cost per destination vs a lump sum cost for nationwide transportation. FDEM will receive a more competitive price is vendors can tie costs to specific geographical locations. Will FDEM consider this and modify the price sheet?

Answer #19 Transportation costs are separate and will be requested at the time a quote is requested.

Question #20 Based on the requirement for vendors to coordinate or arrange social services at the destination, is this merely notifying local social services entities of migrant arrivals, or is there a larger scope of work for vendors to consider when pricing?

Answer #20 See response to #16 Question #21 Can FDEM please confirm what personal hygiene products must be provided?

Answer #21 Vendors should provide this information within their response for how they propose to carry out the

Question #22 Can FDEM please confirm if there are any meal caloric requirements, hot vs cold meal requirements, or any other meal-specific expectations may exist?

Answer #22 Vendors should provide this information within their response for how they propose to carry out the

Question #23 Can FDEM please confirm what airport FDEM will require bidders to utilize for airport transportation and flights?

Answer #23 The Division will determine, in consultation with the vendor, the origin and destination at the time a quote is requested.

Question #24 Can FDEM please confirm where bidders will assume they pick up migrants to take custody and provide ground transportation to the airport in Florida?

Answer #24 The Division will determine, in consultation with the vendor, the origin and destination at the time a quote is requested.

Question #25 Can FDEM please confirm that bidders will only be transporting migrants to a location at their destination city and will not be required to maintain involvement once the migrant steps off the bus at their destination address?

Answer #25 Per section 8, Tasks and Deliverables of the Scope of Work, the Division is requiring documentation and reporting to the Division within two hours of the completed relocation which will include the origination and destination of each Inspected Unauthorized Alien transported by the Vendor.

Vendors should also propose how they plan to identify social services at the destination and how they plan to provide information regarding social services to the participants of this program.

Question #26 Can FDEM please confirm what lodging requirements will exist?

Answer #26 Vendors should provide this information within their response for how they propose to carry out the

Question #27 Will Stage 1 pricing information be a cost per person, or per group?

Answer #27 The stage 1 price is the cost to develop and consult the Division on a plan.

Question #28 For vendors to appropriately provide pricing details, can FDEM please provide what size groups will be transported per flight?

Answer #28 Vendors should provide this information within their response for how they propose to carry out the

Question #29 The RFP states that services may include “identification, vetting, eligibility determination and selection” of relocation candidates”.

Is this going to be a 2-Tier or 1-Teir Selection Process?

1. 1-Tier

a. Tier 1. The state vets and approves candidates and we only need to affirm their understanding of the agreement, in their native language, transportation and handover to social services in another state?

- OR -

2. 2-Tier

a. Tier 1. Social Services, USCBP or other gov’t entity provides us with a list of screened/potential candidates

b. Tier 2. We conduct further screening, assessment, affirmation of agreement for services, in native language, transportation and handover to social services in another state?

Answer #29 The Division anticipates this contract to be “turnkey”. Vendors will locate and identify, vet, and verify individuals for program eligibility and transport.

Question #30 Geography.

a. We are assuming that the candidates will come from various geographic locations throughout Florida, depending on where the candidates are living at the time of identification and vetting, and be relocated to various geographic locations throughout the Easter US, depending on each state and cities capabilities for absorption. Is this a good assumption?

i. Alternately, if the state is planning on consolidating the program to operate to and from a handful of locations, please identify those locations so we can adjust our proposal accordingly.

b. Will there be any need to fly any candidates back to their home country, such as Haiti, Dominican Republic, Cuba, etc. that you are aware of? Our DOT Ops Specs include all Caribbean Island Nations.

Answer #30

a. Vendors should provide this information within their response for how they propose to carry out the scope of work.

b. No.

Question #31 Security measures.

a. The RFP states that we may need to provide security measures for the safety of the public and transported persons.

i. My presumption is that no armed guards will be required and that the normal requirements of the DOT and FAA which we are already in compliance with for Part 135 charter flights is sufficient.

1. If additional security measurements are required, such as an armed guard, please advise so we an adjust our proposal.

Answer #31 Vendors should provide this information within their response for how they propose to carry out the

Question #32 Frequency & Volume.

a. Our proposal will be to move 40-50 passengers per week (approx 2,200 in 12 months) ongoing for as long as the program is in place. Is this in line with the state’s targeted frequency and volume of passenger movement (or is this TBD and requires further research and planning)?

Answer #32 The number of individuals will be determined by the Division, in consultation with the vendor, based on circumstances on the ground.

Question #33 Demographics.

a. We have a bilingual team already for Spanish & English, we can source a Haitian-Creole translator, as needed. Do you have any idea at this time the number of Haitians that will need relocation per year?

Answer #33 No. Vendors should provide this information within their response for how they propose to carry out the scope of work.

Question #34 Housing.

a. We can handle this; however, it would be easier for the passengers to remain in place wherever they are currently housed until the day of the flight.

b. For planning purposes, we can budget an arbitrary number of nights, say “4”, for lodging as a pass-through expense which can be removed from the budget if housing is not required.

c. Any clarification on housing requirements?

Answer #34 No. Vendors should provide this information within their response for how they propose to carry out the scope of work.

Question #35 Controversial matter.

a. There is potential that movement can be viewed as controversial (as it was in the past). While my team and I will ensure that that precise procedures, protocols and etiquette are maintained and followed at all times, politicians from other states and media might desire to put a negative spin on the movement for their benefit.

i. Is negative media anticipated?

ii. Will there be a requirement for my team to be involved in media in any way?

iii. Will we be working with cooperative state services … or will this require a lot of diplomacy and effort on our part to facilitate with other states?

Answer #35 Contractors along with any subcontractors and their affiliates must submit all media inquiries through FDEM Communications office for response.

Question #36 We just saw this RFP come out and wanted to see if there was a possibility for extending the deadline, it did seem like a bit of a quick turnaround time.

Answer #36 Yes. Please see the revised Timeline of Events.

Question #37 Can the DEM provide an estimation of the number of Inspected Unauthorized Aliens that will be in the group relocated and receiving Relocation Services from the Contractor during each project?

Answer #37 The number of individuals will be determined by the Division, in consultation with the vendor, based on circumstances on the ground.

Question #38 If the DEM cannot provide an estimated range of Inspected Unauthorized Aliens, does the DEM require a minimum number of these individuals be relocated and receive Relocation Services during each project?

Answer #38 Vendors should provide this information within their response for how they propose to carry out the

Question #39 Will the operation of the aircrafts used in each project be considered operation of a public aircraft pursuant to chapter 49 U.S.C. §§ 40102 and 40125, a private aircraft pursuant to 14 C.F.R. Part 135, or a special flight operation under 14 C.F.R. Part 91?

Answer #39 Vendors are responsible for compliance with all Federal and state laws. Determination of applicable law will be the responsibility of the Vendor.

Question #40 What other state(s) outside of the State of Florida does the DEM require or request Inspected Unauthorized

Aliens to be relocated from?

Answer #40 The Division, in consultation with the vendor, will determine the origin and destination at the time a Phase 2 quote is requested.

Question #41 Which state(s), cities, or location(s) does the DEM require the Inspected Unauthorized Aliens to be transported to?

Answer #41 The Division, in consultation with the vendor, will determine the origin and destination at the time a

Question #42 Will the DEM provide instructions to the Contractor indicating where the Inspected Unauthorized Aliens are to be relocated on a per-project basis?

Answer #42 The Division, in consultation with the vendor, will determine the origin and destination at the time a

Question #43 What does the phrase “any additional activities related to the transportation of Inspected Unauthorized Aliens” mean? Can the DEM provide a list of minimum additional activities the Contractor will need to provide to the Inspected Unauthorized Aliens or is this solely within the discretion of the Contractor?

Answer #43 Vendors should provide this information within their response for how they propose to carry out the

Question #44 Will the DEM identify the location(s) of Inspected Unauthorized Aliens and provide that information to the selected Contractor?

Answer #44 The Division, in consultation with the vendor, will determine the origin and destination at the time a

Question #45 Is the Contractor solely responsible for searching for, finding, and identifying Inspected Unauthorized

Aliens?

Answer #45 Yes.

Question #46 The Contractor is tasked with providing ancillary services, including wrap around services. Although meals and lodging are listed, are there any other ancillary or wrap around services that the DEM expects the Contractor to provide?

Answer #46 Vendors should provide this information within their response for how they propose to carry out the

Question #47 Will the Contractor be responsible for providing ancillary or wrap around services after the successful relocation of the Inspected Unauthorized Aliens?

Answer #47 See response to #16 Question #48 What is included within the scope of “social services” that must be coordinated or arranged for by the selected Contractor at the destination for the Inspected Unauthorized Aliens?

Answer #48 See response to #16 Question #49 What length of time should the selected Contractor be expected to arrange for “social services” at the destination for the Inspected Unauthorized Aliens?

Answer #49 Vendors should propose how they plan to identify and provide information regarding social services to the participants of this program.

Question #50 Contractors are required to provide on-demand transportation within 72 hours of advance notification from the DEM. Does this 72-hour time frame encompass mobilization and commencement of the relocation process or is it intended to mean that the Inspected Unauthorized Aliens should be completely relocated within 72 hours of notification from the DEM?

Answer #50 Transportation should be commenced within 72 hours of notification by the Division.

Question #51 The RFP notes that an Inspected Unauthorized Alien is an individual who has documentation indicating that the United States Government processed and released the individual without admitting them pursuant to the federal Immigration and Nationality Act. What documentation is sufficient to establish an individual’s status as an Inspected Unauthorized Alien for the purposes of this RFP?

Answer #51 Vendors should include in their proposal their plan for ensuring that all individuals participating in the program have been processed by the Department of Homeland Security and establish documentation requirements for the same.